A follow-the-sun workflow lets your software development teams in the US and the Philippines work across several time zones to keep progress moving around the clock. This model supports global software development, reduces development time, and shortens time to market. It works best when teams use clear daily handoffs, strong progress tracking, and tools that fit agile methodologies like extreme programming development and continuous integration.
With the right structure, you can manage development sites in different time zones, lower coordination costs, and treat multiple teams as one team. Many companies use this approach to report better time zone coordination and faster project cycles.
What Is a Follow-the-Sun Workflow?
A follow-the-sun workflow is a setup where teams in different sites or multiple locations work across several time zones to keep projects moving 24/7. Instead of waiting for one team’s workday to end before another begins, work is handed off to the next site or production site at the end of the day.
]This method helps software engineering teams reduce development duration, speed up delivery, and lower coordination costs. It’s an innovative approach for global teams using agile methods, especially when aiming to shorten time to market. Teams benefit from faster turnaround, constant progress, and improved service for customers in different parts of the world.
Why it works well with US–Philippines time zones
The US-Philippines time zone gap creates a perfect handoff window that supports continuous work. When the US team finishes their day, the Philippine team just starts theirs. With a 12 to 18-hour difference depending on US time zones and daylight saving, teams can schedule regular daily handoffs; teams can schedule regular daily handoffs.
This time gap allows for smooth transitions between development sites, especially when using tools that support progress tracking and real-time updates. It’s ideal for software development teams looking to maximize output without needing everyone online at once.
Use cases: software, support, and content workflows
The follow-the-sun model fits well across many business areas. It gives teams more flexibility, improves development, and shortens the time between tasks and delivery. These use cases show how it helps in different types of work:
- Software development: Teams in the US and Philippines use agile methodologies and continuous integration to build and test code faster through round-the-clock work.
- Customer support services: Global support teams can respond at any hour, which may help reduce delays and improve customer experience.
- Content production: US teams plan strategy and Philippine teams build out content overnight so campaigns move faster across different sites.
- System updates and maintenance: IT teams coordinate patches and fixes between one site and the next production site without system downtime.
- Data processing and reporting: Analytics tasks are passed from San Francisco to Manila, reducing development time and speeding up delivery to clients.
Scheduling the Workflow: Who Does What, When?
Setting up your schedule is key to making the workflow efficient. It helps avoid confusion, missed deadlines, and wasted hours between handoffs.
Time zone breakdown: Philippines vs. US (EST, PST, etc.)
Understanding the gap between US and Philippine work hours helps set expectations and avoids time zone issues. Most development sites in the Philippines start at 9:00 AM (PHT), which overlaps with early mornings in the US. This small window supports live check-ins, and work continues through daily handoffs. The schedule below shows typical time differences:
| US Time Zone | Philippines Time | Best Overlap (US/PHT) |
|---|---|---|
| Eastern (EST) | +13 hours | 6:00 AM – 8:00 AM EST / 7:00 PM – 9:00 PM PHT |
| Central (CST) | +14 hours | 5:00 AM – 7:00 AM CST / 7:00 PM – 9:00 PM PHT |
| Mountain (MST) | +15 hours | 4:00 AM – 6:00 AM MST / 7:00 PM – 9:00 PM PHT |
| Pacific (PST) | +16 hours | 3:00 AM – 5:00 AM PST / 7:00 PM – 9:00 PM PHT |
| Hawaii (HST) | +18 hours | 1:00 AM – 3:00 AM HST / 7:00 PM – 9:00 PM PHT |
Sample daily cycle with clear transition points
A set cycle keeps all team members aligned on who works when and what to expect. The handoff point is key. It allows the next site to pick up where the last one left off, cutting delays and keeping software development moving.
| Time (US Eastern) | Time (Philippines) | Task Owner | Activity |
|---|---|---|---|
| 6:00 AM – 8:00 AM | 7:00 PM – 9:00 PM | Both (Overlap) | Handoff meeting and update exchange |
| 8:00 AM – 5:00 PM | 9:00 PM – 6:00 AM | US Team | Planning, feedback, documentation |
| 9:00 AM – 6:00 PM (PH) | 9:00 PM – 6:00 AM (ET) | Philippine Team | Task execution, reports, next updates |
How to plan for minimal overlap but smooth progress
A strong system allows for fewer meetings and more results across many time zones. Here’s how to make it work well:
- Set clear task ownership with defined roles for each development site.
- Use tools that support progress tracking and real-time updates between teams.
- Agree on handoff times and create a daily checklist to avoid gaps.
- Designate a team lead in each location to manage transitions and flag blockers.
- Keep instructions and documentation simple and easy to follow to reduce coordination costs.
- Store all work in shared systems to make sure each one location can easily continue without delays.
How to Set Up Effective Task Handoffs
Task handoffs must be clear and consistent to keep work moving across different sites. Each team should know what to send and what to expect when they pick up the next task.
What each team should pass on at end-of-day
At the end of the workday, each team should provide a clear update that allows the next team to act without delays. This includes finished tasks, items still in progress, blockers, and notes about upcoming deadlines. In follow the sun workflows, this avoids confusion, missed steps, and rework.
Each handoff should also note the current development time spent, task status, and subsequent actions needed. This clarity is vital for global software development where work is spread across several time zones and multiple development sites.
Sample handoff template for consistency
A consistent handoff format helps teams in distributed extreme programming development stay on the same page. Use this structure for better results across global teams:
| Field | Details |
|---|---|
| Task Summary | Brief description of what was worked on today |
| Status Update | Completed / In Progress / Blocked |
| Progress Made | % complete, key points completed |
| Blockers/Issues | Any problems, with context and next steps needed |
| Deadline Reminder | Upcoming due dates and milestones |
| Next Steps | What the next development site or team should do |
| Notes | Extra info, questions, or reminders for daily handoff meetings |
Clarifying priorities, blockers, and deadlines in handoff docs
Handing off tasks without clear priorities, open blockers, or solid deadlines leads to confusion and delays. To avoid this, always label which tasks are urgent, which ones can wait, and which need help. Use the same terms across all team members so everyone understands the main objective.
Marking blockers and escalation paths helps the next site move forward without losing time. This also supports better progress tracking, especially in agile methods and extreme programming development, where fast response and clear coordination matter.
Tools That Support Follow-the-Sun Operations
To make the follow-the-sun workflow successful, use tools that match how global software development teams work across many time zones. These tools help reduce errors, track work, and improve speed.
Project management platforms with time-stamped comments
Tools with time-stamped comments help managers and teams see real-time updates and know when work is done. These are key for tracking development across multiple locations and keeping a record of what happened and when.
- Asana – Tracks task timelines, progress, and dependencies for clear visibility across teams.
- ClickUp – Offers time tracking, comments, and handoff workflows designed for global teams.
- Trello – Uses cards and boards with time-stamped updates for teams in different time zones.
- Jira – Designed for agile methodologies, includes comment threads, sprint planning, and continuous integration support.
- Notion – Combines docs and task tracking with detailed logs across projects.
Communication tools that log updates asynchronously
Global software engineering workshops and offshore teams need tools that capture updates even when teams are not online at the same time. These tools lower the need for real-time chats and support smoother hand offs.
- Slack – Logs all updates in threads and channels, which are useful for structured sync conversations.
- Microsoft Teams – Allows teams to leave voice or video messages and uses shared channels.
- Loom – Records quick walkthroughs and visual updates for team members across several time zones.
- Email (Gmail/Outlook) – Still a top method for longer updates and attachments with timestamps.
- Twist – Built for async teams, with conversations grouped by topic and time.
Shared calendars and timezone visualizers
Shared calendars help reduce time zone issues by showing everyone’s work hours. Adding timezone visualizers makes planning daily handoff meetings and setting realistic deadlines easier. Tools like Google Calendar and Outlook allow dual-time zone views.
Sites like World Time Buddy or Every Time Zone give visual timelines to schedule across global teams, reducing confusion when working in many time zones.
Avoiding Pitfalls in 24-Hour Workflows
Even the best follow-the-sun setups can fail without strong systems. Avoid common problems that slow down work or cause team burnout.
When follow-the-sun fails: poor planning and vague instructions
The fts model breaks down when teams don’t plan ahead or send vague handoffs. Tasks get stuck, and the next team wastes time guessing or redoing work.
Without a shared plan, the goal of using round the clock teams in global software development fails. Strong templates, clear deadlines, and easy-to-follow instructions prevent confusion between one location and the next production site.
Balancing speed with quality control
Faster development shouldn’t mean more mistakes. Speed often leads to skipped checks in extreme programming development or agile conference projects.
Quality suffers when teams rush to meet the clock instead of doing a solid review. Keep balance by building in review steps during handoffs, using shared checklists, and setting aside time for peer feedback—even across different time zones.
Avoiding burnout and maintaining work-life balance across time zones
Constant work across global teams can wear people down. When there’s always someone working, it may feel like the team can never switch off. To reduce stress, set limits on reply expectations outside of core hours. Share calendars so teams know when others are off.
Respect holidays and plan meetings fairly across several time zones. These steps build a more sustainable setup that supports performance and team well-being across one team.
Case Study: Real Results from a Follow-the-Sun Setup
Many companies using the follow-the-sun workflow have seen real gains in speed and output. One US firm achieved major results with smart planning and global teamwork.
How a US company scaled output by 40%
A San Francisco-based software company partnered with a team in the Philippines to handle overnight builds and bug fixes. They cut their development time and moved projects faster using a structured follow-the-sun setup. The company reported a significant boost in output—up to 40%—after two months of using this workflow.
Their US team worked during the day, then handed off to the Philippine team each evening. When the US team returned, they had updates, completed tasks, and fewer blockers. This setup supported faster product cycles and better service to customers across many time zones.
Workflow structure used between teams
The company followed a strict cycle to stay aligned. Below is the handoff structure they used to link both development sites:
| Time Block | Team Responsible | Activity |
|---|---|---|
| 8:00 AM – 5:00 PM (US) | US Team | Code reviews, planning, and setting task priorities |
| 5:00 PM – 6:00 PM (US) | Overlap (Daily Handoff) | Transfer updates, blockers, and files to PH team |
| 9:00 AM – 6:00 PM (PH) | Philippine Team | Task execution, bug fixing, testing, documentation |
| 6:00 PM – 7:00 PM (PH) | Overlap (Next Handoff) | Return progress reports and update tickets |
Lessons learned and optimizations made
The company learned that success depends on clear instructions and reliable handoff routines. Any missed update or vague task note slowed down the next phase. They made small changes to improve communication and added more task context to each handoff document.
They also realized the need for training in strong cultural differences. After adding that, both teams felt more aligned and confident. It helped reduce coordination costs and improved trust between team members in different sites.
Make Time Zones Work for You, Not Against You
The follow-the-sun workflow helps global software development teams work smarter across several time zones and not harder. Businesses can boost delivery speed without losing quality by using clear task ownership, strong communication, and tools built for asynchronous updates.
Setting up thoughtful handoffs, respecting team balance, and choosing the right platforms turn time zone gaps into a powerful advantage for development, support, and service teams working across multiple locations.
Frequently Asked Questions
What is a follow-the-sun workflow in remote teams?
It’s a work setup where global teams in different time zones pass tasks between each other to keep progress moving 24/7.
How do I coordinate work across US and Philippine time zones?
Use clear handoffs and shared calendars, and plan meetings during the 1–2 hour overlap window.
Which tools are best for 24-hour global workflows?
Commonly used tools include Asana, Slack, ClickUp, Google Calendar, and Loom.
Can a follow-the-sun approach reduce project delays?
Yes, it shortens development time and boosts output by allowing continuous integration and task flow.
How do I prevent burnout with continuous work cycles?
Set work-hour limits, respect local holidays, and don’t expect real-time replies outside regular hours.
References
- Boehm, B., & Turner, R. (2004). Balancing Agility and Discipline: A Guide for the Perplexed. https://link.springer.com/chapter/10.1007/978-3-540-24675-6_1
- Bureau of Transportation Statistics. (2023). History of Time Zones and Daylight Saving Time (DST). https://www.bts.gov/explore-topics-and-geography/geography/geospatial-portal/history-time-zones-and-daylight-saving
- National Institute of Standards and Technology (NIST). (2019). The Importance of Productivity. https://www.nist.gov/blogs/manufacturing-innovation-blog/importance-productivity
- Salesforce. (n.d.). 7 Best Practices for Top-Notch Customer Service. https://www.salesforce.com/ap/service/customer-service-best-practices/
- Setamanit, S., Wakeland, W., & Raffo, D. (2006). Exploring the Impact of Task Allocation Strategies for Global Software Development Using Simulation. https://www.researchgate.net/publication/221421713_Exploring_the_Impact_of_Task_Allocation_Strategies_for_Global_Software_Development_Using_Simulation
- World Health Organization. (2019). Burn-out an “occupational phenomenon”: International Classification of Diseases. https://www.who.int/news/item/28-05-2019-burn-out-an-occupational-phenomenon-international-classification-of-diseases
